Settings is where you set up DesiERP for your business: your company profile and logo, users and their role permissions, approval workflows, how documents look when printed, custom fields and tags, e-Invoice and e-way bill setup, stock control, email templates and sending, API keys, and the audit and activity logs. Most of these are set once and changed only when your business needs change.
6 sections18 screens184 fields explained
Company & Users
Set up who your business is and who works in it. Here you record your registered details, tax numbers and logo, add staff logins, decide what each role may see and change, set up approvals for important documents, and give your chartered accountant read-only access to your books.
Company Profile & Logo
Menu path: /settings/companyHolds your business's registered details, GST and licence numbers, address, invoicing preferences, logo and authorised signature. What you enter here is printed on invoices, purchase orders and e-way bills, so the owner or accountant usually fills it in once at the start.
How to use it
- Open Settings > Company Profile & Logo. The cards at the top show how complete the profile is, GST status, bank accounts on file, whether a logo is uploaded and the month your financial year starts.
- Use the section buttons (Identity, Tax & Licences, Contact & Address, Banking, Invoicing, Branding, Show all) to jump to one group of fields.
- Enter the trade name and, if you have one, the GSTIN. Leaving the GSTIN box fills the GST state code and PAN for you when they are empty.
- Type the 6-digit PIN code. State, city / district and country fill in by themselves, and the Area / locality list shows the post offices of that PIN.
- Set the financial year start, default credit days, rounding, terms and the invoice declaration.
- Choose a logo and an authorised signature picture. They are compressed to 100 KB or less as soon as you pick them.
- Press Save Company Profile (or Save Profile at the top). Any field with a problem is marked in red with a message under it, its section is opened, and nothing is saved until all are corrected.
Fields on this screen (41)
| Field | Type | What to enter |
|---|
| Business Identity |
| Trade nameRequired | text | The name your customers know you by, printed on your documents. At least 2 and at most 255 characters. |
| Registered legal name | text | Your legal name as printed on the GST certificate, if it differs from the trade name. Up to 255 characters. |
| Constitution | dropdown | The legal form of the business: Proprietorship, Partnership Firm, LLP, Private Limited, Public Limited, HUF, Trust, Society or Government. Can be left as Not set. |
| Industry | dropdown | Your line of business, chosen from groups such as Retail & Distribution, Food, Manufacturing & Trade, Services and Other. The page notes it is used to tailor reports and default tax settings. |
| Date of incorporation | date | The date the business was formed. Must be today or earlier, and not before 1 January 1900. |
| Currency | dropdown | Your home currency, from the currency list. Indian Rupee (INR) is used unless you choose another. Documents in other currencies use the rates kept under Currencies & Rates. |
| Tax & Licences |
| GSTIN | text | Your 15-character GST number, changed to capitals as you type. When you leave the box, the format is checked; if it is correct and the GST state code or PAN boxes are empty, they are filled from the GSTIN (first two digits and characters 3 to 12). On save the check digit is verified, and a GSTIN already registered to another business in DesiERP is refused. Needed if you tick Registered under GST, Composition scheme, e-Invoicing or e-Way bills. |
| PAN | text | Your 10-character PAN: five letters, four digits and a letter (for example ABCDE1234F). If a GSTIN is entered, the PAN must match characters 3 to 12 of it. |
| GST registered on | date | The date of your GST registration. Allowed from 1 July 2017, when GST began, up to today, and not before the date of incorporation. |
| GST state code | dropdown | Your GST state, shown as code and name (for example 36 - Telangana). Filled from the GSTIN when empty; it must match the first two digits of the GSTIN. |
| Default place of supply | dropdown | The state used as the place of supply when a customer has no GSTIN or address state. Left blank, the customer's own state is used. |
| TAN | text | Your tax deduction account number for TDS returns: four letters, five digits and a letter (for example HYDA12345B). |
| CIN | text | Corporate identity number, for companies only. 21 characters, for example U72200TG2015PTC098765. |
| Udyam / MSME number | text | Your Udyam registration number in the form UDYAM-TS-02-0012345. |
| FSSAI licence | text | Food licence number for food businesses: exactly 14 digits. |
| Drug licence number | text | For pharmacies. Letters, digits, spaces and / . - only, up to 40 characters. |
| Registered under GST | checkbox | Tick if the business is GST registered. A GSTIN must then be entered. |
| Composition scheme | checkbox | Tick if you are a composition taxpayer. Needs a GSTIN, and cannot be ticked together with e-Invoicing applicable, because a composition taxpayer does not issue e-invoices. |
| e-Invoicing applicable | checkbox | Tick if e-invoicing applies to your business. Needs a GSTIN, and not allowed together with Composition scheme. |
| e-Way bills applicable | checkbox | Tick if you raise e-way bills. Needs a GSTIN. |
| Contact & Address |
| Phone | text | Main business number. An Indian number of 10 digits; +91 or 0 in front is accepted. |
| Alternate phone | text | Another number, if any. It cannot be the same as the Phone. |
| Email | text | Business email, for example billing@yourbusiness.in. Up to 150 characters; changed to small letters when you leave the box. |
| Website | text | Your website, for example www.yourbusiness.in. Up to 150 characters. |
| Support contact shown to customers | text | A name and number printed on invoices for customer queries. Up to 150 characters and must contain a name or a number. |
| PIN codeRequired | text | Six digits, not starting with 0. As soon as six digits are typed, the PIN is looked up: State, City / district and Country are filled in, and the Area / locality list is loaded with the post offices of that PIN. If the lookup cannot be reached, a message asks you to retry and the State and City lists are opened so you can choose them yourself. |
| Area / locality | dropdown | Pick your post office area from the list loaded by the PIN code. The chosen area is also copied into Address line 2 when that line is empty. |
| StateRequired | dropdown | Filled in from the PIN code and locked; you do not normally choose it. Save is refused until a valid PIN has filled it. |
| City / districtRequired | dropdown | Filled in from the PIN code (the district of that PIN) and locked. Save is refused until a valid PIN has filled it. |
| Address line 1 | text | Building, unit or shop number. Up to 255 characters. |
| Address line 2 | text | Area or locality. Filled from the Area / locality choice when empty. Up to 255 characters. |
| Street | text | Street name. Up to 255 characters. |
| Landmark | text | A nearby landmark to help find you. Up to 255 characters. |
| CountryRequired | dropdown | Filled in from the PIN code (India) and locked. |
| Invoicing Preferences |
| Financial year starts | dropdown | The month your financial year begins: April (standard in India), January, July or October. April is the default. |
| Default credit days | number | Your usual credit period in days, from 0 to 365. Use 0 for cash sales. |
| Round invoice totals to the nearest rupee | checkbox | Tick to round invoice totals to whole rupees. |
| Default terms and conditions | textarea | Your standard payment terms, warranty or return policy. Up to 4000 characters. |
| Declaration printed at the bottom of invoices | textarea | The declaration text printed at the foot of invoices, for example that the invoice shows the actual price and all particulars are true. Up to 4000 characters. |
| Logo & Signature |
| Company logo | file | A PNG, JPG, GIF or WEBP picture. It is compressed to 100 KB or less as soon as you choose it; a larger file is not sent. A square picture of about 400 by 400 pixels looks best. Printed on invoices, purchase orders and e-way bills. The current logo is shown above the box. |
| Authorised signature | file | A picture of the authorised signature, printed above the authorised signatory line. A transparent PNG works best. Also compressed to 100 KB or less when chosen. |
Filters and search
Section buttons: Identity, Tax & Licences, Contact & Address, Banking, Invoicing, Branding, Show all
Buttons and actions
Save Company Profile / Save ProfileChecks every field and saves the whole profile in one go. If any field is wrong, nothing is saved and each problem is shown under its field.
Discard changesReloads the page with the last saved profile, dropping what you typed.
BranchesOpens the branch list.
Manage bank accountsOpens the Bank Accounts page, where you add accounts and choose which one prints on invoices. The Banking card here only lists the accounts already on file.
Prefixes & seriesOpens Document Types, where invoice, purchase order and receipt prefixes and numbering are set per document type.
Good to know
Fields left blank are simply left off the print formats.
Enter the GSTIN before the PAN and GST state code: both are taken from it when empty, and both must match it.
A logo or signature still being compressed blocks the save for a moment; wait until it finishes.
Users
Menu path: /settings/usersLists everyone who can sign in to your business, with their roles, branches, last sign-in and access status. The owner or an administrator adds staff here, edits their roles and branches, and blocks people who should no longer sign in.
How to use it
- Open Settings > Users to see all logins and the summary cards (users, active, blocked, administrators, without a role, logins with access, expiring, expired or awaiting).
- Click a summary card or a quick filter to narrow the list, or search by name, email, mobile, role or branch.
- Click New User to open the user form.
- Enter the full name, mobile number, email and a 6-digit PIN, tick at least one role, and tick the branches the person works in with one marked Default.
- For a new user, choose how many days of access the login should have, then press Create User; you are taken to the subscription page to activate the login.
- To change someone later, click their name (or Edit in the row menu), make changes and press Save User.
- To stop someone signing in, use Block from the row menu, or tick several rows and press Block selected.
Fields on this screen (10)
| Field | Type | What to enter |
|---|
| Profile |
| Full nameRequired | text | The staff member's name, 2 to 60 letters. |
| Mobile numberRequired | text | A 10-digit Indian mobile number starting with 6, 7, 8 or 9. The person signs in with this number, so it must not already be registered. |
| EmailRequired | text | The person's email address, up to 120 characters. It must not already be registered. |
| 6-digit PIN / New 6-digit PINRequired | text | The sign-in PIN: exactly 6 digits, not all the same digit and not a sequence like 123456. Required for a new user. When editing, leave it blank to keep the current PIN; setting a new PIN signs the user out of every device. |
| Active — can sign in | toggle | On lets the person sign in. Turning it off blocks them: their data stays and they are signed out at once. You cannot block your own account. |
| Roles |
| RolesRequired | checkbox | Tick at least one role; the user gets everything their roles allow. Roles are defined under Roles & Permissions. Only an Administrator can give or take away the built-in administrator role, and an inactive role cannot be given. |
| Branches |
| All branches — including branches added later | toggle | On gives access to every branch, including ones added in future. Otherwise tick the branches one by one. |
| BranchRequired | checkbox | Tick each branch the person works in. At least one branch must be ticked unless All branches is on. Inactive branches cannot be given. |
| Default | checkbox | Mark one branch as default: it is where the person starts after signing in. Choosing a default also ticks that branch. They can switch only between their own branches. |
| Access & subscription |
| Access length (day pack or Custom days)Required | dropdown | New users only. Every login is paid for separately, so choose how long this login should work for: one of the listed packs, or Custom days with your own number from 1 to 365. The amount payable is shown below. If you do not pay right away the user is still created and shows as Awaiting recharge. |
Columns in the list
Full NameEmailMobileRolesBranchesLast LoginAccessStatusActions
Filters and search
Search box: name, email, mobile, role, branchQuick filters: All users, Active, Blocked, Administrators, Never signed in, Without a role, Expiring soon, Expired / awaitingAny branch (branch lookup)Clickable summary cards: Blocked, Administrators, Without a role, Logins with access, Expiring, Expired / awaitingAdvanced Filters: Full name, Email, Mobile, Role, Branch, Access, StatusColumn sorting
Buttons and actions
New UserOpens the user form for a new login.
Create User / Save UserChecks the form and saves the user with their roles and branches. A new user is then taken to the subscription page for that login; an edited user returns to the list.
Open / Edit user, roles & branchesOpens the user form for that person.
Recharge this loginOpens the subscription page to extend this one login's access.
BlockBlocks the user after you confirm: they are signed out now and cannot sign in until made active again. Their data stays. Not offered for your own account.
Block selectedBlocks all ticked users at once.
Mobile numberOpens a WhatsApp chat with that number in a new tab.
All UsersGoes back from the form to the list.
Good to know
Each login has its own access period, shown in the Access column with days left; a login that is not paid for can sign in but sees only the recharge page.
Only an Administrator can change an Administrator's account or remove the administrator role, and you cannot remove your own administrator role.
To unblock someone, open their user form and switch Active back on.
Roles & Permissions
Menu path: /settings/rolesDefines roles for your team and, page by page, whether each role can Read, Write or Delete. A person can hold several roles and gets everything those roles allow.
How to use it
- Open Settings > Roles & Permissions to see your roles, how many users hold each and how many pages each can open.
- Press New role, give it a name and an optional description, and save; or press Ready-made roles and pick Sales Team, Inventory Manager or Accountant to start from a prepared set.
- Click Permissions on a role to open its permission grid.
- Tick Read, Write or Delete for each page. Use the tick boxes on a group row or the All pages row to set many pages at once, or Copy from another role.
- Use Filter pages, Expand all and Collapse all to find pages quickly.
- Press Save permissions and confirm. Users with the role get the new permissions within a few seconds.
Fields on this screen (8)
| Field | Type | What to enter |
|---|
| New role / Edit role |
| Role nameRequired | text | For example Cashier, Store Manager or Accountant. 2 to 60 characters, starting with a letter or number; letters, numbers, spaces and & . , ' ( ) / + _ - are allowed. Two roles cannot have the same name. |
| Description | textarea | What the role is for, up to 300 characters. Shown in the list and on the user form. |
| Permissions |
| Active | toggle | Switches the role on or off straight away. An inactive role gives its users nothing. The built-in administrator role is always active. |
| Filter pages | text | Type part of a page or group name to show only matching pages in the grid. |
| Copy from role | dropdown | Choose another role and press Copy to load its ticks into this grid. Review the changes, then save. |
| Read | checkbox | Per page: opens the page, exports and prints. Unticking Read also clears Write and Delete for that page. |
| Write | checkbox | Per page: creates and edits. Ticking Write also ticks Read. |
| Delete | checkbox | Per page: deletes, voids and cancels. Ticking Delete also ticks Read. |
Columns in the list
RoleDescriptionUsersPages with accessStatusActions
Filters and search
Search box: role or descriptionColumn sortingPermission grid: Filter pages, Expand all, Collapse all
Buttons and actions
New roleOpens a small form for the name and description. After saving, choose what the role can do.
Ready-made rolesAdds Sales Team, Inventory Manager or Accountant with a prepared set of pages, which you can then adjust.
Permissions / ViewOpens the permission grid for the role (view only for the built-in administrator role).
Rename (pen)Changes the role's name and description.
DuplicateMakes a copy of the role with the same permissions.
DeleteDeletes a role after you confirm. Refused while the role is still given to any user, and never allowed for the built-in administrator role.
Select all / Clear allTicks or clears every box in the grid. Nothing is saved until you press Save permissions.
Undo changesPuts the grid back to how it was when last saved.
Save permissionsSaves the changed pages after you confirm, and shows how many pages were added, removed or changed.
Good to know
The built-in administrator role always has full access to every page, including pages added later. It can be renamed but not limited, switched off or deleted.
You cannot save changes or switch off a role if that would remove your own access to Roles & Permissions.
The page counts the changed rows and shows them in the bar at the bottom before you save.
Approval Workflows
Menu path: /settings/approvalsDecides who must say yes before an important document goes through. For each document type you set an amount range, optional conditions and one or more approval stages; a document that matches no workflow goes through on its own.
How to use it
- Open Settings > Approval Workflows and press New Workflow.
- Choose the document type. The gated action is shown under it, for example Accept the quotation or Complete the order.
- Give the workflow a name and set the amount range: Amount from and, if needed, Up to.
- Add conditions if only some documents should need approval, for example a branch, a customer category or orders that take the customer over the credit limit.
- Add the stages in order. Each stage names a role or one person, and can apply only from a set amount.
- Choose whether the requester may approve their own request and what is held while the document waits, then press Save Workflow.
- Optionally add super-approvers at the bottom of the page, who can decide any waiting request at any stage.
Fields on this screen (18)
| Field | Type | What to enter |
|---|
| Workflow |
| Document typeRequired | dropdown | The document this workflow guards: Quotation, Sales Order, Sales Return / Credit Note, Purchase Requisition, Purchase Order, Purchase Return, Production Order, Payroll Run, Supplier Payment, Expense Voucher, Stock Adjustment or Invoice Cancellation. Each has one gated action, shown under the box. Changing the type removes conditions that the new type does not carry. |
| Workflow nameRequired | text | A name you will recognise, for example Orders above 5,000. Up to 120 characters. |
| Applies when |
| Amount from | number | The document amount from which this workflow applies, in rupees. 0 means whatever the amount. Cannot be negative. |
| Up to | number | The highest amount this workflow covers. Leave blank for no upper limit. It cannot be below Amount from. Use it to send mid-sized documents here and bigger ones to another workflow. |
| Conditions |
| What to look at | dropdown | What a condition checks. Depending on the document type: Branch, Customer, Customer category, Supplier, Supplier category, Payment type / mode, Raised by, Raised by someone with the role, or Takes the customer over their credit limit (quotations and sales orders). Up to 10 conditions; every condition has to hold, on top of the amount. |
| Condition test | dropdown | is one of / is not one of (has one of / has none of for roles). For the credit limit condition it is simply is. |
| Value | dropdown | The values to match. Branches, customers, suppliers, users and roles are picked from a list (hold Ctrl or Cmd to pick more than one). Categories and payment type are typed as they appear on the record, separated by commas (for example CREDIT, CASH). The credit limit condition is Yes, it does or No, it does not. At least one value, at most 50. |
| Who approves, in order |
| Stage nameRequired | text | A name for the stage, for example Manager or Owner. Up to 80 characters. At least one stage and at most 10. |
| By role / By personRequired | dropdown | Whether this stage is decided by anyone holding a role, or by one named person. |
| ApproverRequired | dropdown | The role or the user who decides this stage. |
| From ₹ | number | The stage applies only from this amount; leave it at 0 for a stage every document goes through. It cannot start below the workflow's Amount from (unless 0) or above its Up to, and at least one stage must apply from the workflow's starting amount. |
| Options |
| Switched on | checkbox | Ticked by default. Untick to keep the workflow but stop using it. |
| The requester may approve their own request | checkbox | Ticked by default. Untick it for a proper second pair of eyes; keep it ticked in a one-person company. |
| While the document waits |
| No changes to the document | checkbox | Ticked by default: what is approved is what was asked for. Withdraw the request to change the document. |
| No printing or emailing until approved | checkbox | When ticked, quotations, sales orders and purchase orders cannot reach the customer or supplier before the approval. |
| Notes | text | Any note about the workflow, up to 300 characters. Shown in the list. |
| Super-approvers |
| Choose a userRequired | dropdown | The user to make a super-approver. They can decide any waiting request at whatever stage it is. |
| may approve every remaining stage at once | checkbox | Tick to let this super-approver approve all remaining stages of a request in one step; otherwise they decide one stage at a time. |
Columns in the list
DocumentWorkflowApplies whenStagesRequestsStatusDoSuper-approvers: User, Mobile, Can, Since
Filters and search
Search box: document type, workflow, approver, conditionColumn sorting
Buttons and actions
New WorkflowOpens the workflow form with one stage named Manager ready to fill.
Add condition / Add stageAdds another condition or approval stage row; the cross on a row removes it.
Save WorkflowChecks the rules and saves the workflow.
Edit (pen)Opens an existing workflow for changes.
RemoveDeletes the workflow after you confirm; documents it covered then go through without approval. Refused while it has requests waiting: decide them first or switch the workflow off.
Add super-approverAdds the chosen user as a super-approver.
Remove super-approverRemoves the user as a super-approver after you confirm; their stages in workflows stay as they are.
Approvals inboxOpens the inbox where waiting requests are decided.
Good to know
When more than one workflow of a type matches a document, the one with the higher starting amount is used, then the one with more conditions.
For 'orders above 5,000 need the manager, above 50,000 the owner too', make one workflow from 5,000 with two stages and set the second stage to apply from 50,000.
Two active workflows for the same document type over the same amounts with no conditions are not allowed.
The last approval performs the action on the requester's behalf; a rejection must give a reason.
CA Access
Menu path: /settings/ca-accessLets your chartered accountant read your books. The CA signs in separately with their own account, sees only what you grant, and cannot change anything.
How to use it
- Ask your CA to register on DesiERP as an accountant if they have not already.
- Open Settings > CA Access and press Give Access.
- Type the CA's ICAI membership number. Their name, firm, mobile and email are shown so you can confirm it is the right person.
- Optionally set a Valid to date (or use the 3 months, 6 months, Till 31 March or No end date buttons) and a note.
- Press Confirm & Give Access.
- To end access, open the row menu and choose Withdraw access.
Fields on this screen (3)
| Field | Type | What to enter |
|---|
| Give your CA access |
| ICAI membership numberRequired | text | The CA's membership number, digits only, up to 8 (for example 214567). As you type, the registered accountant with that number is shown. If no accountant is registered with it, the page shows the address where they can register first. |
| Valid to | date | Access stops after this date. Leave it empty to keep access until you withdraw it. It cannot be in the past. Quick buttons set 3 months, 6 months, till 31 March, or no end date. |
| Note | text | Why the access is given, for example GST filings FY 2026-27. Up to 240 characters. Shown in the list. |
Columns in the list
NameMembership noContactGrantedValid tillNoteStatusActions
Filters and search
Search box: name, firm, membership numberColumn sorting
Buttons and actions
Give AccessOpens the form to grant read access to a CA.
Confirm & Give AccessGrants read access to the CA shown. Refused if they already have current access.
Withdraw accessEnds the CA's access after you confirm; it stops at their very next click.
Good to know
They can see sales and purchase registers, tax collected and paid, what is outstanding either way, and a Tally XML export. They cannot change anything, and there is no setting that turns CA access into write access.
CA access does not use a user login of your business.
Status shows Has access, Expired, Left (the CA removed the link themselves) or Withdrawn. An expired access can be given again.
Documents & Printing
Control how your documents look and how they go out. Choose the invoice layout and colours, the columns of the item table, how PDF files are named and how each sheet closes, and sign your PDFs with your own digital signature certificate.
Invoice Theme
Menu path: /settings/invoice-themeSets how your tax invoice looks: layout, accent colour, paper size and which optional blocks print. The preview shows your own latest invoice, so you see exactly what your customer will receive.
How to use it
- Open Settings > Invoice Theme. Your most recent invoice appears in the preview on the right.
- Pick a layout: Classic, Modern, Bold or Minimal.
- Click an accent colour, or pick your own with the colour box.
- Choose the paper size and tick the blocks you want on the invoice.
- Watch the preview update, or press Open full size to see it in a new tab.
- Press Save. Nothing is changed until you save.
Fields on this screen (8)
| Field | Type | What to enter |
|---|
| Layout |
| Layout | dropdown | Choose one: Classic (ruled table, tinted header row; the default), Modern (no vertical rules, a coloured band across the top), Bold (strong accent header and heavier headings; reads well in black and white) or Minimal (hairlines and no fills; uses the least ink). |
| Accent colour |
| Accent colour | dropdown | The highlight colour of the invoice: Indigo, Teal, Amber, Maroon, Green or Slate swatches, or any colour of your own from the colour picker beside 'or pick your own'. |
| Paper |
| Paper | dropdown | A4 (210 x 297 mm), the usual invoice paper, or A5 (148 x 210 mm), a half sheet for a short cash bill. |
| Show on the invoice |
| Logo | checkbox | Prints the logo uploaded under Company Profile & Logo. |
| Signature block | checkbox | Prints the authorised signature block. |
| Bank details for payment | checkbox | Prints your bank account details so the customer can pay. |
| Terms & conditions | checkbox | Prints your terms and conditions. |
| UPI QR code to scan and pay | checkbox | Prints a UPI QR code for the amount due, when the bank account printed on the invoice has a UPI ID. |
Buttons and actions
SaveSaves the appearance. It applies to every invoice printed from now on; invoices already sent are unchanged.
Logo & signatureOpens Company Profile & Logo to upload or change the logo and signature.
Open full sizeOpens the previewed invoice, with the chosen look, in a new tab.
New invoiceShown when there is no invoice yet to preview; opens a new sales invoice.
Good to know
Your GSTIN, the tax breakdown, the amount in words and the declaration stay on every tax invoice; they are required, not styling.
The preview uses your latest invoice, so raise at least one invoice to see it.
Invoice Columns
Menu path: /settings/invoice-columnsChooses the columns of the tax invoice's item table, lets you word the headings your way, and adds up to three columns worked out from a formula, such as MRP value, savings or total weight.
How to use it
- Open Settings > Invoice Columns.
- Tick SKU, HSN / SAC and Unit to show those columns.
- Type your own headings for Description, Qty, Rate and Amount, or leave them empty for the standard wording.
- In Formula columns, give a heading and write a formula using the listed words, for example mrp * qty. The result on the sample line appears as you type.
- Choose decimals and whether the column is totalled in the footer.
- Check the preview row at the bottom, then press Save.
Fields on this screen (11)
| Field | Type | What to enter |
|---|
| Columns & headings |
| SKU | checkbox | Shows the item's SKU code as a column. |
| HSN / SAC | checkbox | Shows the HSN or SAC code as a column. When unticked, a warning reminds you that GST rules ask for HSN/SAC on tax invoices once turnover is above ₹5 crore (4 digits) and 6 digits for exports; the HSN tax summary below the items still prints. |
| Unit | checkbox | Shows the unit of measure (for example BAG) next to the quantity. |
| Description heading | text | Your wording for the item description column, up to 40 characters. Empty keeps Description of goods / services. |
| Qty heading | text | Your wording for the quantity column, up to 20 characters. Empty keeps Qty. |
| Rate heading | text | Your wording for the rate column, up to 20 characters. Empty keeps Rate. |
| Amount heading | text | Your wording for the amount column, up to 20 characters. Empty keeps Amount. |
| Formula columns |
| Heading | text | The column heading, up to 30 characters, for example MRP value, You save or Weight (kg). Needed when a formula is written. Up to three formula columns, printed before the Amount column. |
| Formula | text | How the column is worked out for each line, up to 200 characters. Use qty, rate, taxable, tax, amount, gst (GST rate %), mrp (item's selling price / MRP), cost (item's cost price) and weight (item's net weight) with + - * /, brackets, and round(x, 2), min(a, b), max(a, b), abs(x). A formula that cannot be read is refused with a message saying what is wrong. |
| Decimals | dropdown | How many decimal places to show, 0 to 4. Default 2. |
| Footer total | dropdown | Yes adds up the column at the foot of the item table; No leaves it untotalled. |
Columns in the list
Formula columns table: #, Heading, Formula, Decimals, Footer total, On the sample line
Buttons and actions
SaveSaves the columns and headings. Tax invoices print with them from now on.
Invoice ThemeOpens the Invoice Theme page.
Good to know
The taxable value, CGST/SGST or IGST and amount columns always print; a tax invoice must show them.
The sample line used for trying formulas is qty 2, rate 100, taxable 200, tax 36 (GST 18%), amount 236, MRP 120, cost 80, weight 0.5.
On an invoice line where a formula cannot be worked out (for example a division by zero) the column shows a dash.
Print & PDF
Menu path: /settings/printSets how downloaded and e-mailed PDFs are named, whether fixed headings also print in an Indian language, and the closing line printed under each invoice, challan, order and note. Nothing on your documents names DesiERP.
How to use it
- Open Settings > Print & PDF.
- Build a file name pattern by typing or clicking the tokens; the sample shows how a tax invoice will download.
- Choose a second language for headings if you want one, and check the heading preview.
- Choose Standard, Your own line or No closing line, and type your line if you chose your own.
- Press Save.
Fields on this screen (4)
| Field | Type | What to enter |
|---|
| PDF file name |
| Pattern | text | How PDF files are named, up to 120 characters. Click {type}, {number}, {party}, {date} or {company} to insert them: {type} is the document (Tax-Invoice, Purchase-Order, Delivery-Challan and so on), {party} the customer or supplier, {date} the document date as 2026-04-30, {company} your business name. Must include {number} so two documents never share a name; only these tokens are allowed. Leave empty to name files by the number alone. Applies to downloads and to PDFs attached to e-mails. |
| Second language on documents |
| Print headings also in | dropdown | English only, or Hindi, Telugu, Tamil, Kannada, Marathi, Gujarati or Bengali. The fixed headings of the tax invoice, delivery challan and purchase order (Tax Invoice, Bill to, Qty, Rate, Amount, Invoice total, Authorised Signatory and so on) print in English with the chosen language small beneath. Item names, addresses and notes print exactly as typed. |
| Closing line on printed documents |
| Closing line | dropdown | Choose one. Standard: each sheet keeps its own line, such as 'This is a computer-generated tax invoice.' Your own line: one sentence printed under every document instead. No closing line: the sheet ends at the signature; the tax invoice keeps its certification, which the GST rules ask for. |
| Your line | text | Shown when Your own line is chosen, and then needed. One sentence up to 300 characters, for example your thanks, website or jurisdiction clause. |
Buttons and actions
SaveSaves the print settings and shows how a tax invoice download will now be named.
Invoice ThemeOpens the Invoice Theme page.
Good to know
The second-language headings appear on printed sheets and on PDFs saved from the browser's Print; the one-click PDF download stays in English.
The preview under the closing line options shows how the end of a tax invoice will read.
Digital Signature
Menu path: /settings/digital-signatureSigns every invoice, order and challan PDF with your own digital signature certificate (DSC). PDF readers such as Adobe Reader then show who signed it and that nobody has changed it since, without using the USB token each time.
How to use it
- Export your signing DSC with its private key as a .pfx or .p12 file from the token software or the browser's certificate store.
- Open Settings > Digital Signature, choose the certificate file and type its password.
- Press Add Certificate. The certificate's signer, issuer and validity are shown once it is accepted.
- Under How PDFs are signed, keep Sign every PDF ticked, choose whether to show a stamp, and fill in the reason and place.
- Press Save.
Fields on this screen (6)
| Field | Type | What to enter |
|---|
| How PDFs are signed |
| Sign every PDF | checkbox | Signs downloaded PDFs and PDFs attached to e-mails. Printing from the browser is not signed, because only a PDF file can carry a signature. A certificate must be uploaded first. |
| Show a signature stamp on the last page | checkbox | Adds a small box at the bottom right of the last page reading 'Digitally signed by' the signer, with the date and place, so the signature is visible on paper too. |
| Reason | text | The reason stored with the signature, for example Tax invoice issued by us. Up to 200 characters. |
| Place | text | The place of signing, for example Guntur. Up to 120 characters; also shown in the stamp. |
| Add your certificate / Replace the certificate |
| Certificate file (.pfx / .p12)Required | file | Your signing certificate exported with its private key. Must be a .pfx or .p12 file of at most 64 KB. It is refused if it has no signing key, has expired, is not yet valid, or is an encryption certificate rather than a signing one. |
| Certificate passwordRequired | text | The password of the certificate file. It is kept with the certificate to sign each PDF and never shown again. |
Columns in the list
Certificate details: Signer, Issued by, Valid, Serial, Key, Added
Buttons and actions
Add Certificate / ReplaceUploads the certificate; once accepted, every PDF is signed with it.
SaveSaves the signing options. With Sign every PDF unticked, PDFs go out unsigned until you switch it on again.
RemoveRemoves the certificate after you confirm. PDFs go out unsigned until you add one again.
Print & PDFOpens the Print & PDF settings.
Good to know
The cards at the top show whether PDFs are being signed, who they are signed as, and the certificate's expiry date, highlighted when fewer than 30 days remain.
Use a document-signing certificate, not the one you file returns with if your provider keeps those separate.
Custom Fields
Menu path: /settings/custom-fieldsCreate extra fields of your own on customers, suppliers, products, sales invoices, quotations, sales orders and purchase orders. They appear as an "Additional details" group on that form, are checked when the record is saved, and show on the document page. Used by the owner or an administrator setting up the business.
How to use it
- Open Settings > Custom Fields. The page shows one card for each kind of record, with the fields already defined.
- Click New field at the top, or Add on the card of the record you want the field on.
- Choose where it appears, type a label and choose what the field holds.
- For a 'Choice from a list' field, type the options, one per line.
- Optionally set the order, a placeholder and a help line, and tick Required on save or Show on the printed document.
- Click Save field. The field appears on that form from then on.
- Use the pencil icon to edit a field, or the bin icon to delete it.
Fields on this screen (10)
| Field | Type | What to enter |
|---|
| New field / Edit field |
| Appears onRequired | dropdown | The kind of record the field is added to: Customer, Supplier, Product, Sales Invoice, Quotation, Sales Order or Purchase Order. Once the field holds values on any record it cannot be moved to another kind of record. |
| LabelRequired | text | The name shown next to the field on the form, for example 'Delivery window' or 'Warranty months'. Up to 120 characters. Two fields with the same label are not allowed on the same kind of record. |
| HoldsRequired | dropdown | What the field takes: Text (one line, up to 500 characters), Text (several lines, up to 4000 characters), Number (decimals allowed), Date (picked from a calendar), Yes / No, or Choice from a list. The type can be changed only while no record has a value in the field. |
| Order | number | Position of the field on the form; a lower number comes first. Leave blank to place it after the existing fields. |
| OptionsRequired | textarea | Shown only for 'Choice from a list'. Type one option per line, up to 50 options. At least one option is needed. When the form is saved, the value must be one of these options. |
| Placeholder | text | Grey hint text shown inside the empty box on the form. Up to 120 characters. |
| Help | text | A short line shown under the field on the form to guide the user. Up to 200 characters. |
| Required on save | checkbox | When ticked, the record cannot be saved until this field is filled in. |
| Show on the printed document | checkbox | When ticked, the field and its value are shown on the printed document. The list marks such fields 'on print'. |
| Active | checkbox | Ticked by default. Untick to stop showing the field on the form without deleting it or its saved values. |
Columns in the list
OrderFieldHoldsOptions & helpRequiredIn useStatusActions
Buttons and actions
New fieldOpens the New field form.
AddOpens the New field form with 'Appears on' already set to that card's kind of record.
Edit (pencil)Opens the field in the form to change it.
Delete (bin)Deletes the field after you confirm. If records already have values in it, those values are deleted too; the confirmation tells you on how many records.
Save fieldChecks and saves the field. It appears on the chosen form from then on.
CancelCloses the form without saving.
Good to know
The In use column shows how many records already have a value in the field. Check it before deleting.
To hide a field for a while without losing its values, untick Active instead of deleting it.
Number values are checked to be numbers and Date values to be dates when the record is saved.
Document Tags
Menu path: /settings/document-tagsSee every tag your team has put on invoices, quotations, sales orders, proforma invoices, purchase orders and supplier bills, and rename or remove a tag everywhere at once. Tags themselves are added on the document pages.
How to use it
- Add tags on the documents themselves: open an invoice, quotation, order, proforma invoice, purchase order or bill and add a tag under its header.
- Open Settings > Document Tags to see all tags in use, how many documents carry each, and when each was last used.
- Type in Search tags and click Search to find a tag.
- Click Documents on a row to see the documents that carry the tag, and open any of them.
- Click Rename to change a tag's name on every document.
- Click the bin icon to take the tag off all documents.
Fields on this screen (2)
| Field | Type | What to enter |
|---|
| Rename tag |
| Now | text | The current name of the tag. Shown for reference; it cannot be edited here. |
| New nameRequired | text | The new name, up to 30 characters. Use letters, numbers, spaces and - _ . / & only, starting with a letter or number. If you type a name that is already in use, the two tags are merged into one. |
Columns in the list
TagDocumentsOnLast used
Filters and search
Search tags
Buttons and actions
DownloadDownloads the tag list as Excel (.xls), CSV or PDF.
DocumentsShows the documents carrying the tag, with a link to each one you have permission to open.
RenameOpens the Rename tag form. Saving renames the tag on every document that carries it.
Remove everywhere (bin)After you confirm, takes the tag off all documents. The documents themselves are not changed.
Good to know
Tags are matched without regard to capital letters, so 'Urgent' and 'urgent' count as the same tag.
A document can carry up to 10 tags.
The document lists show tags and can be filtered by them.
e-Invoice and stock
Business rules that affect how documents are filed and how stock may move. Set up the e-Invoice and e-way bill connection, and decide whether stock may ever go below zero.
e-Invoice & e-Way Bill Setup
Menu path: /settings/einvoiceSet up the connection DesiERP uses to send invoices to the Invoice Registration Portal for an IRN, and to raise e-way bills. Each company enters its own provider details and credentials; a branch registered in another state can be given its own settings.
How to use it
- Open Settings > e-Invoice & e-Way Bill Setup. Choose Whole company, or a branch, at the top under 'Settings for'.
- Under Provider, choose Sandbox to start, enter the provider name and the base URL from your provider's integration note, and tick Switched on.
- Under Credentials, check the GSTIN and enter the API user name and API password created on the e-invoice portal (plus client ID and secret if your provider issues them).
- Under When and how, set the amount limits, whether invoices are reported automatically on save, and your usual transport details.
- Leave Route names as they are unless your provider's note says otherwise.
- Click Save settings, then click Test connection to check that the provider accepts the credentials.
- Once a test invoice gets an IRN in the sandbox, switch the environment to Production and save again.
Fields on this screen (31)
| Field | Type | What to enter |
|---|
| Settings for |
| Whole company / branch | dropdown | Choose whose settings you are editing: the whole company, or one branch. A dot marks those already set up. A branch with no settings of its own uses the company settings. |
| Provider |
| Which environmentRequired | toggle | Sandbox: the trial portal, where nothing is filed and numbers have no legal effect. Production: the real portal, where documents are filed against your GSTIN. Sandbox is the starting choice. |
| Provider name | text | The name of the GST Suvidha Provider (GSP) you have signed with. Shown on screen and in support tickets. Up to 100 characters. |
| Route | dropdown | Through a GSP (the usual route; the provider handles the portal's encryption) or Direct to NIC (which also needs its own key exchange and a whitelisted server address). |
| Base URLRequired | text | The provider's web address (host only), taken from their integration note, for example https://... The route names are set separately below. |
| Switched on | checkbox | Must be ticked for IRN and e-way bill generation to work. When it is off, generating is declined. |
| Credentials |
| GSTINRequired | text | The 15-character GSTIN the portal API user belongs to. Filled from the company GSTIN when nothing is set up yet. Converted to capitals, and the format is checked when you leave the box. |
| API user nameRequired | text | The API user created on the e-invoice portal under API Registration against the GSTIN above. It is not your normal portal login. |
| API passwordRequired | text | The password of that API user. It is never shown again after saving; leave it blank to keep the stored password. |
| Remove the stored password | checkbox | Shown only when a password is stored. Tick and save to remove it. |
| Client ID | text | Issued by some providers. Enter it if your provider gives one. |
| Client secret | text | Issued by some providers along with the client ID. Never shown again after saving; leave blank to keep the stored one. |
| Remove the stored secret | checkbox | Shown only when a client secret is stored. Tick and save to remove it. |
| Reply timeout | number | How many seconds to wait for the provider to reply, between 5 and 120. The default is 30. |
| Extra request headers | textarea | Only if your provider asks for header names of its own. One per line as Name: value. Values may use {{gstin}}, {{username}}, {{password}}, {{clientid}}, {{clientsecret}} and {{token}}. |
| When and how |
| Report invoices at or above | number | Amount in rupees from which invoices are treated as needing an e-invoice. Blank means every invoice. A guide for the screens only; the law decides what must be reported. |
| e-Way bill needed at or above | number | Amount in rupees from which an e-way bill is needed. Rs 50,000 is the usual figure; some states set their own. |
| Report an invoice as soon as it is saved | checkbox | When ticked, an invoice is sent for its IRN automatically when it is saved. |
| Raise the e-way bill along with the IRN, when transport details are on the invoice | checkbox | When ticked, the e-way bill is requested together with the IRN if the invoice carries transport details. |
| Usual transport mode | dropdown | Road, Rail, Air or Ship. Road is the default. |
| Usual distance | number | Your usual delivery distance in km, from 0 to 4000. The portal allows one day of e-way bill validity per 200 km. |
| Usual transporter GSTIN | text | The GSTIN (transporter ID) of the transporter you normally use. Up to 20 characters, in capitals. |
| Usual transporter name | text | The name of the transporter you normally use. |
| Route names |
| Authenticate | text | The provider route used to sign in. Filled with the standard NIC route name; change only if your provider's note says so. The same applies to all route names below. |
| Generate IRN | text | Route used to register an invoice and get its IRN. |
| Cancel IRN | text | Route used to cancel an IRN. |
| Fetch by IRN | text | Route used to fetch an invoice's details by its IRN. |
| e-Way bill from an IRN | text | Route used to raise an e-way bill when the invoice already has an IRN. |
| e-Way bill, standalone | text | Route used to raise an e-way bill without an IRN. |
| Cancel e-way bill | text | Route used to cancel an e-way bill. |
| Change vehicle | text | Route used to update the vehicle on an e-way bill. |
Columns in the list
WhenCallDocumentHTTPResultTookWhat the portal said
Filters and search
Settings for: Whole company or a branch
Buttons and actions
Test connectionSigns in to the provider with the saved settings and reports whether it worked, without touching any document. The result is shown under Last connection test.
e-InvoicesOpens the e-Invoice list under GST.
e-Way BillsOpens the e-Way Bill list under GST.
Show / Hide (Route names)Shows or hides the route name fields.
Save settingsSaves the settings for the company or the chosen branch. Blank route names are filled with the standard ones.
Discard changesReloads the page and drops anything not yet saved.
Remove branch settingsShown on a branch that has its own settings. Removes them so the branch uses the company settings again.
Good to know
IRNs and e-way bill numbers come only from the portal through your provider. Until a provider is set up and switched on, the Generate IRN and Generate e-Way Bill buttons decline and say so.
Stay on Sandbox until a test invoice comes back with an IRN. On Production, an IRN cannot be corrected once issued; it can only be cancelled within 24 hours.
The summary cards show IRNs issued, invoices not reported, invoices rejected by the portal, e-way bills issued and IRNs cancelled. 'Recent calls to the portal' lists the last 12 requests and what the portal replied, which helps when a setup fails.
Generating IRNs and e-way bills depends on your GSP account and the government portal being available; the result of each request is shown as the portal returns it.
Stock Control
Menu path: /settings/stock-controlDecide whether stock may ever go below zero. With strict control on, no invoice, POS sale, shipment, stock adjustment, return or production issue can take a stock-tracked item below what is in hand.
How to use it
- Open Settings > Stock Control. The cards show whether control is Strict or Relaxed, how many items are stock-tracked, how many are already below zero and how many allow negative stock.
- Look at the 'Items below zero' list and correct these items first with a receipt or a stock adjustment, if needed.
- Tick or untick Strict stock control.
- Click Save. If items are already below zero, you are asked to confirm before strict control is switched on.
Fields on this screen (1)
| Field | Type | What to enter |
|---|
| Rule |
| Strict stock control | checkbox | On: no document may take a stock-tracked item below zero, even items set to 'allow negative stock'; the user is told how much is in hand. Off: each item's own 'allow negative stock' setting decides. Receiving stock is never limited either way. |
Columns in the list
ItemSKUIn stock
Buttons and actions
SaveSaves the rule. A change between Strict and Relaxed is recorded in the activity trail.
Stock SummaryOpens the Stock Summary report.
Stock AdjustmentOpens Stock Adjustment, to correct quantities.
ItemIn the 'Items set to allow negative stock' list, opens that item's edit form, where its own setting can be changed.
Good to know
The page has two lists: 'Items below zero' and 'Items set to allow negative stock', each showing Item, SKU and In stock.
While strict control is on, items already below zero can only be raised (by a receipt or an adjustment), never sold or issued further.
Strict control overrides each item's 'allow negative stock' setting while it is on.
Email and integrations
Control how documents are emailed to customers and suppliers, and let other software work with your invoices. Write the email wording once, choose the mailbox it leaves from, and create keys for programs that use the invoice API.
Email Templates
Menu path: /settings/email-templatesWrite the subject and message offered when an invoice, quotation, sales order, proforma invoice or purchase order is emailed from its page. Placeholders fill in from the document at send time, and the page also lists recently sent emails.
How to use it
- Open Settings > Email Templates. Each kind of document has its own card. Until you add your own, a built-in template is shown.
- Click Copy on a built-in template, or New template, to start one of your own from the standard wording.
- Choose the document, give the template a name, and edit the subject and message.
- Click a placeholder under the message to insert it where the cursor is.
- Optionally add Cc addresses, and choose whether to attach the PDF and whether this is the default template.
- Click Save template. When someone uses Email on a document, the default template is filled in and can still be edited before sending.
Fields on this screen (8)
| Field | Type | What to enter |
|---|
| New template / Edit template |
| DocumentRequired | dropdown | The kind of document the template is for: Tax Invoice, Quotation, Sales Order, Proforma Invoice or Purchase Order. Choosing a document on a blank form fills in its built-in wording. |
| Template nameRequired | text | A name for the template, for example 'Standard' or 'Gentle reminder'. Up to 120 characters; two templates of the same document cannot share a name. |
| SubjectRequired | text | The email subject, up to 200 characters. May contain placeholders. |
| MessageRequired | textarea | The email body. Placeholders such as {{doc_no}}, {{doc_date}}, {{due_date}}, {{amount}}, {{balance}}, {{party_name}}, {{party_contact}}, {{company_name}}, {{company_phone}}, {{company_email}}, {{user_name}}, {{doc_label}} and {{link}} are replaced from the document when it is sent. A placeholder not in the list is refused on save. |
| Always copy (Cc) | text | Optional email addresses always copied on this template, separated by commas. Each must be a valid email address. |
| Attach the PDF | checkbox | Ticked by default. When ticked, the document's PDF is attached to the email. |
| Offer first (default for this document) | checkbox | Makes this the template filled in first when the document is emailed. Only one template per document can be the default; the only template of a kind is always the default. |
| Active | checkbox | Ticked by default. Untick to stop offering the template without deleting it. |
Columns in the list
TemplateSubject & messagePDFStatusActions
Buttons and actions
New templateOpens the template form, filled with the built-in wording for the chosen document.
CopyOn a built-in template, starts your own template named 'Standard' from the same wording, set as the default.
Edit (pencil)Opens your template to change it.
Make default (star)Makes the template the one offered first for its document.
Delete (bin)Deletes the template after you confirm. Emails already sent keep their wording.
Save templateChecks and saves the template.
Good to know
The 'Recently sent' list shows the last 50 emails with When, Document, To, Subject, By, Status and Opened.
Templates can be written before email sending is set up; they are used once it is. Whether an email reaches the inbox depends on the mail service in use.
The person sending can pick another template and change the text in the Email dialog on the document.
Email Sending
Menu path: /settings/email-sendingChoose how the invoices, quotations and orders you email leave DesiERP: from the platform's mailbox with replies coming to you, or from your own mailbox and domain through your mail server.
How to use it
- Open Settings > Email Sending. The cards show where emails leave from, where replies go, the last test result and whether the platform mailbox is ready.
- Choose 'Platform mailbox, replies to you' or 'Your own mail server'.
- Enter the address where customer replies should land.
- For your own mail server, click a Quick fill button for your mail provider, or enter the SMTP server, port and security yourself.
- Enter the mailbox user name, password and the From address customers should see.
- Click Save, then click Send Test to send a test message to your own profile email.
Fields on this screen (8)
| Field | Type | What to enter |
|---|
| How emails leave |
| How emails leaveRequired | toggle | Platform mailbox, replies to you: nothing to set up; the customer sees your business name and replies come to the address below. Your own mail server: emails come from your own address and domain through Gmail, Zoho, Outlook or your host's SMTP. |
| Replies go to | text | The email address where a customer's reply lands. Must be a valid email address. Leave empty to let replies go to the sending mailbox. |
| Your mail server |
| SMTP serverRequired | text | Needed for your own mail server. The public outgoing mail server name, for example smtp.gmail.com or smtp.zoho.in. A server on a private network, or a name that does not exist, is refused. |
| PortRequired | number | The mail port: 587 with STARTTLS for most servers, 465 with SSL; 25 and 2525 are also accepted. Default 587. Choosing 587 or 465 sets Security to match. |
| Security | dropdown | STARTTLS or SSL / TLS, as your mail provider requires. |
| User nameRequired | text | The mailbox user name, usually the full email address, for example accounts@yourbusiness.in. |
| PasswordRequired | text | The mailbox password. Gmail and Microsoft 365 need an app password, made in the account's security settings. Never shown again once saved; leave empty to keep the saved one. |
| From address | text | The address the customer sees. Leave blank to use the user name, if that is an email address. Most servers only allow the mailbox's own address or its aliases. |
Buttons and actions
Quick fillFills in the server, port and security for Gmail / Google Workspace, Zoho Mail (India), Outlook / Microsoft 365, GoDaddy or Hostinger.
SaveChecks and saves the settings. The change is recorded in the activity trail.
Send TestShown when your own mail server is saved. Sends one test message through it to the email on your user profile and shows whether the server accepted it.
Email TemplatesOpens Settings > Email Templates.
Good to know
Add an email address to your user profile before sending a test; the test goes there.
A successful test means your mail server accepted the message; check the inbox and the spam folder to be sure it arrived.
Delivery depends on the mail service you choose and is outside DesiERP's control.
API Keys
Menu path: /settings/api-keysCreate keys that let your website, online shop or other software read your invoices and raise new ones through the DesiERP invoice API. Each key works only for your business and can be revoked at any time.
How to use it
- Open Settings > API Keys and click New Key.
- Name the key after the program that will use it, for example 'Website shop'.
- Choose the access: Read only, or Read & create.
- Click Make Key. Copy the key shown at the top straight away; it is never shown again.
- Give the key to the program's developer, with the API guide shown on the page.
- When a program no longer needs access, click Revoke on its key.
Fields on this screen (2)
| Field | Type | What to enter |
|---|
| New API key |
| NameRequired | text | What will use the key, for example 'Website shop'. Up to 80 characters. |
| Access | dropdown | Read only: list and download invoices. Read & create: also raise new tax invoices. Give each program the least access it needs. |
Columns in the list
NameKeyAccessMadeLast usedCallsStatus
Buttons and actions
New KeyOpens the New API key form.
Make KeyCreates the key and shows it once at the top of the page. The creation is recorded in the activity trail.
CopyCopies the new key to the clipboard.
RevokeAfter you confirm, stops the key working at once. Anything still using it is refused.
Good to know
A business can have up to 10 working keys, and each key can make up to 120 calls a minute.
The list shows only the first characters of each key. If a key is lost, revoke it and make a new one.
The API can list invoices, fetch one invoice with its lines, download its PDF, list customers and items, and (with a Read & create key) raise a tax invoice. Invoices raised this way follow the same numbering, GST, stock and accounting rules as the sales screen.
Keep keys on servers only, never in a web page or mobile app that customers can open.
Audit and activity
See who did what, when and where. The branch audit log shows each change with its before and after values; User Activity shows the same trail by person, along with sign-ins and failed sign-ins.
Branch Audit Log
Menu path: /multi-branch/auditA trail of who changed what, in which branch, and what the value was before and after. Changes, exports and printed documents are recorded automatically; simply opening pages is not. Used by owners and managers to check what happened.
How to use it
- Open Settings > Branch Audit Log. The cards show logged actions, how many succeeded, how many failed or were blocked, users involved and branches touched.
- Use the quick filters to show all actions, failed only, created, updated or deleted entries, or click the 'Failed or blocked' card.
- Pick a user, or a period (this month, quarter, year or all time).
- Type in the search box to find a user, branch, module, action or IP address, or open Advanced Filters for more options.
- Click a column heading to sort, and use Download to export what you see.
Fields on this screen (7)
| Field | Type | What to enter |
|---|
| Advanced Filters |
| User | lookup | Show only entries by this user. The lookup lists users found in the log. |
| Branch | lookup | Show only entries for this branch. |
| Module | lookup | Show only entries from this module, for example Sales or Inventory. |
| Action | text | Any word in the action, for example 'cancel'. |
| Date (between) | date | Show entries between these two dates. |
| IP address | text | All or part of the IP address the action came from, for example 192.168. |
| Status | lookup | Success or Failed. |
Columns in the list
TimestampUserBranchModuleActionBeforeAfterIP AddressStatus
Filters and search
Search user, branch, module, action, IPQuick filters: All actions, Failed only, Created, Updated, DeletedUserPeriod: This month, This quarter, This year, All timeAdvanced Filters
Buttons and actions
DownloadDownloads the log as Excel (.xls), CSV or PDF.
BranchesOpens the branch list.
Search / ClearApplies or clears the search box and filters.
ResetClears the quick filter and user choice.
Good to know
The page shows the most recent 1000 entries for your company.
The log is read-only; entries cannot be edited or deleted from this screen.
Entries where no user is known are shown as 'System'.
User Activity
Menu path: /utilities/activityWho did what, and when, by person rather than by branch. Shows every recorded change, sign-in and failed sign-in, a summary per user and the hours of the day when work happens.
How to use it
- Open Settings > User Activity. It shows the last 30 days by default.
- Set the From and To dates, and choose a person, module or action if needed.
- Tick 'Only cancellations, deletions and failures' to see only risky actions.
- Click Apply.
- In 'Your people', click Trail on a person to see only their actions.
- Use the tabs Everything and Sign-ins only to switch the trail below.
Fields on this screen (6)
| Field | Type | What to enter |
|---|
| Filters |
| From | date | Start date. Defaults to 30 days before the To date. |
| To | date | End date. Defaults to today. |
| Person | dropdown | Everyone, or one user of your business. |
| Module | dropdown | All, or one module where actions were recorded. |
| Action | dropdown | All, or one kind of action that has been recorded. |
| Only cancellations, deletions and failures | checkbox | When ticked, the trail shows only cancellations, deletions and failed actions. |
Columns in the list
WhenPersonDidModuleBranchResultFrom
Filters and search
From and To datesPersonModuleActionOnly cancellations, deletions and failuresTabs: Everything, Sign-ins only
Buttons and actions
ApplyReloads the page with the chosen filters.
TrailIn 'Your people', shows the trail for that person over the same dates.
Good to know
The cards show actions, people active, sign-ins, cancels and deletes, and failed sign-ins for the chosen dates.
'Your people' lists each user with role, actions, sign-ins, cancels and deletes, failed sign-ins, the module they were busiest in and when they were last seen.
'When the work happens' shows actions by hour; hours between 11 pm and 6 am are marked red when anything happened in them.
The trail shows the most recent 400 entries and cannot be edited. Narrow the dates or pick a person to see further back.
